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| Top 10 Tips To Good Business Writing |
As we are going to discuss the
things we should not do in our writing, let's have a glance at the 'Top 10 Tips
To Good Business Writing' discussed herein. If you carefully follow these tips,
you can certainly help yourself to become a good business writer.
1. Bear in mind ABC policy
Your
written communication becomes successful only when you convey your thoughts and
ideas properly in your writing, using an appropriate tone. You must make sure
that your message is ensuring the ABC
policy:
Accurate Include all relevant details
Check facts carefully
Proofread completely
Brief Use simple expressions
Keep sentences short
Avoid technical language or
jargon
Clear Write in an easy, natural style
Use simple, plain English
Avoid formality or
familiarity
2. Maintain courtesy and consideration
Courtesy
means showing proper consideration and respect for your reader's feelings. It
does not mean using backdated expressions like 'your esteemed order' or 'your
kind consideration'. Even if you write in a courteous style, it will allow a
refusal to be made without killing all hope of future business. Courtesy usually
includes:
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A
timely reply to all communications—reply on the same day if possible.
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Writing
a brief note and explaining the reason of your failure to reply at this moment.
It will create goodwill and develop your image.
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Understanding
and respecting the reader's point of view.
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Resisting
the temptation to find out the fault with your correspondent.
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Being
tactful and trying not to cause offence in spite of some unfair comments made
by your correspondent.
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Not
replying to an offensive letter in a similar tone. Instead, reply courteously
to such a letter without lowering your dignity.
3.
Use appropriate tone
The tone of
your message must be appropriate as it reflects your efficiency, reliability,
and personality. A message written in an inappropriate tone will never meet your
desired objectives. Rather, it would sound rude, aggressive, curt, tactless,
offensive, and/or sarcastic. For example:
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Do not write
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Write
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(i) We
cannot do anything about your problem
(ii) This
problem would not have happened if you had connected the wires properly.
(iii) Your
television guarantee is up, so you will have to pay for it to be fixed.
(iv) I am
writing to complain because I was very unhappy with the way I was treated in
your departmental store today.
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(i) Unfortunately
we are unable to help you on this occasion.
(ii) The
problem may be resolved by connecting the wires as shown in the handbook.
(iii) Your
television guarantee is ended, so unfortunately you must bear the cost of any
repairs.
(iv) I was really
unhappy with the standard of service I received from your departmental store
today.
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During
verbal communication, you can easily alter your tone of voice to convey your
messages a right direction. In this case you can also take the help of some
non-verbal clues like eye contact, gestures, inflections of the voice, etc. But
it is not possible in written communication. Therefore, you have to choose your
words carefully for your message. Try to avoid the following expressions in
your writing.
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I
have received your complaint.......
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I
can assure you.......
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This
is not our fault.......
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You
failed to.....
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Your
refusal to co-operate......
Ø
You
have ignored.....
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You
did not comply with.......
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Your
failure to reply.......
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We
must insist.......
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You
should not expect to.....
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Please
be informed that......
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Please
be advised that.....
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Thank
you and regards........
Ø
Kindest
regards........
4. Write naturally and sincerely
If
your aim is to achieve your purpose, you must show a genuine interest in your
reader and his/her problems, needs, and wishes. Use your own style in writing so
that your message sounds sincere, candid, and natural. Avoid complexity as far
as possible. For example:
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Do not write
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Write
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(i)
We do not anticipate any increase in prices
(ii)
I have pleasuring in informing you
(iii)
Please favor us with a prompt reply
(iv)
Please revert to us soonest
(v)
I should be grateful if you would be good enough to advise us
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(i)
We do not expect prices to rise
(ii)
I am pleased to tell you
(iii)
I hope to receive a prompt reply
(iv)
I hope to hear from you soon
(v)
Please let me know
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5. Maintain your KISS principle
Today
business people are very busy and they do not have much time to go through a
long message. So, it would be an act of wise to write such a message that is
direct, courteous, and straight to the point. In all business communication,
try to maintain your KISS policy. KISS represents:
Keep
It
Simple and
Short
Kiss
means instead of using long or complex words, use short, simple, plain, and
common words. For example:
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Do not write
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Write
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Commence
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Start
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Regarding
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About
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Purchase
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Buy
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Utilize
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Use
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Require
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Need
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Endeavour/Attempt
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Try
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Terminate
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End
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State
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Say
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Expedite
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Hurry/speed
up
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Advise/Inform
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Tell
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Visualize
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See
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Dispatch
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Send
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Assist
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Help
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Sufficient
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Enough
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Kindly
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Please
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KISS
also means instead of using long phrases, use only a single word if it is
appropriate.
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Do not write
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Write
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in
spite of the fact
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despite
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at
the present moment in time
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now
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I
should be glad if you would
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please
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with
regard to
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about
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in
view of the fact that
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as/because
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in
the very near future
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soon
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we
would like to ask you to
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please
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at
a later date
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later
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in
the event that
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if
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conduct
an investigation
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investigate
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6. Use modern terminology
Always
try to use modern terminology in your writing. Using unnecessary, long-winded
phrases in your writing may give your reader a poor impression about you and
eventually lead him/her to confusion. For example:
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Do not write
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Write
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We
have received your letter of 12 July
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Thank
you for your letter of 12 July
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We
are in receipt of your letter of 12 July
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Thank
you for your letter of 12 July
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Please
be kind enough to suggest me
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Please
let me know
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The
goods mentioned above
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These
goods
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Enclosed
herewith you will find
Please
find enclosed
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I
enclose
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Please
be reminded
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Please
remember
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7. Include all essential details
Make
sure that you have included all important information in your message and
nothing is unclear in it. Having written your message, revise it carefully. If
you find something important is absent, include it; and if you find any
information unclear, clear it as far as possible. For example:
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Do not write
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Write
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My
flight arrives at 5:30 on Monday
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My
flight DB 212 from Paris should arrive at Bangladesh Dhaka Airport at 1730 on
Monday 15 July.
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Our
Sales Manager will contact to you soon.
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Mr.
Hasan Mahmud, our Sales Manager, will contact to you soon.
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I
thoroughly enjoyed your article in last month's newsletter.
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I
thoroughly enjoyed your article on Poverty
Alleviation in last month's company newsletter.
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8. Be consistent
Consistency
in any writing is very important. Lack of consistency makes your writing dull,
worthless, and unappealing. Therefore, while writing your message, make sure
that the flow of your writing is consistent.
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Do not write
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Write
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The
people attending will be Hasan Mahmud, Tapan Chowdhury, Jone Doe from sales.
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The
people attending the next committee meeting will be Hasan Mahmud, Tapan
Chowdhury, Jone Doe.
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I
confirm my reservation of a single room on 18/8 and a double room on 20 Sep.
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I
confirm my reservation of a single room on 18 August and a double room on 20
September.
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9. Use active, not passive voice
Using
active voice can improve your writing style considerably. It makes your writing
more personalized, more interesting, and more focused. Using passive voice more
and more in your writing may create distance between you and your reader.
It
does not mean you should not use passive voice at all in your writing. There
are some occasions when the use of passive voice is more appropriate. It would
be better to say:
A shrill cry was heard in the house
last night.
Here,
emphasis has been given on 'A shrill cry', not the person who made 'A shrill
cry'.
10. Compose CLEAR communications
Use
your own discretion while writing a message, and ask yourself whether your
message meets the following CLEAR
specifications:
Clear—Do not make your reader get
confused. Avoid vague expressions. Instead, use simple, plain and
straightforward language.
Logical —Structure your message logically, and start with an
introduction. Develop the main body of your message logically, and come to a
natural conclusion.
Empathetic—Put yourself in the
place of your reader and imagine the reaction of your reader. If you find anything
unclear or if you think your message is wordy, make necessary changes.
Accurate—Make certain that you
have included all necessary information in your message—dates, times, names,
figures, and facts.